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Agenda Item
ASR
Control 21-000245 |
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MEETING DATE: |
05/25/21 |
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legal entity taking action: |
Board of Supervisors |
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board of supervisors
district(s): |
All Districts |
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SUBMITTING
Agency/Department: |
Health Care Agency
(Approved) |
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Department contact
person(s): |
Jason Austin (714) 834-5000 |
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Clayton Chau (714) 834-2830 |
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Subject: Renewal of Professional
& Technical Support and Information & Referral Services
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ceo CONCUR |
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Clerk of the Board |
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Concur |
Approved Agreement to Form |
Discussion |
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3 Votes Board Majority |
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Budgeted: N/A |
Current Year Cost:
N/A |
Annual Cost:
FY 2021-22 $496,629 |
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Staffing Impact: |
No |
# of Positions:
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Sole Source:
Yes |
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Current Fiscal Year Revenue: N/A
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Prior Board Action: 06/02/2020
#20, 06/04/2019 #S41F, 06/26/2018 #S88C |
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RECOMMENDED ACTION(S):
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1. |
Approve Amendment No. 4 to renew the Contract with People for Irvine Community Health dba 2-1-1 Orange County for provision of Professional & Technical Support and Information & Referral Services, for the term of July 1, 2021, through June 30, 2022, for an amount not to exceed $496,629, for a revised cumulative contract total amount not to exceed $1,759,847. |
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2. |
Authorize the County Procurement Officer or authorized Deputy, to execute the Amendment No. 4 with People for Irvine Community Health dba 2-1-1 Orange County, as referenced in the Recommended Action above. |
SUMMARY:
Approval of Amendment No. 4 to renew the Contract with People for Irvine Community Health dba 2-1-1-Orange County will support the U.S. Department of Housing and Urban Development Continuum of Care program in planning and evaluating the regional coordination of resources to assist persons experiencing homelessness and at-risk of homelessness throughout Orange County, operation of the Homeless Management Information System and the continuation of services provided through the 2-1-1 Information and Referral Call Center during FY 2021-22.
BACKGROUND INFORMATION:
Since 1998, People for Irvine Community Health dba 2-1-1-Orange County (211OC) has partnered with the County of Orange (County) to coordinate the regional year-round planning, implementation and annual application process for the Orange County Continuum of Care (CoC). 211OC has been designated as the Homeless Management Information System (HMIS) lead for the Orange County CoC. The County has also contracted with 211OC since November 2006 to operate a call center that covers the Orange County geographic jurisdiction that provides information and referral services for health and human services. 211OC has been designated by the California Public Utilities Commission as the only authorized organization to provide health and human services and non-emergency referrals via the 2-1-1 telephone number 24 hours a day, seven days a week. Although the 211OC offices are located in Santa Ana, the call center is accessible countywide by dialing 2-1-1 or calling their toll-free number, 888-600-4357. Additionally, to make information and referral services more accessible to the public, 211OC maintains an online Public Resource Database (PRD) that may be accessed through their website (https://211oc.org/get-help/).
Prior Board of Supervisors (Board) Actions:
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Board Date |
Contract/Amendment |
Action |
Term |
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June 26, 2018 |
Contract |
Board Approved Contract |
July 1, 2018 – June 30, 2019 |
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June 4, 2019 |
Amendment No. 1 |
Board Approved Term Renewal |
July 1, 2019- June 30, 2020 |
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June 2, 2020 |
Amendment No. 2 |
Board Approved Term Renewal |
July 1, 2020-June 30, 2021 |
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Amendment No. 3 |
DPA Authority Contract Increase |
July 1, 2020-June 30, 2021 |
Scope of Services:
CoC Support
The Orange County CoC, as required by the U.S. Department of Housing and Urban Development (HUD), must continuously work to improve system performance and reduce the number of people experiencing homelessness in its jurisdiction. The Health Care Agency (HCA) Office of Care Coordination serves as the Collaborative Applicant and fiscal entity for the Orange County CoC, Coordinated Entry System (CES) lead and administers planning and funding for homelessness assistance programs throughout Orange County. Through the Contract, 211OC will support the CoC and the Office of Care Coordination as follows:
- Support the HUD Notice of Funding Availability CoC Application Process: 211OC will provide relevant CoC system wide and CoC project level performance data for the CoC application.
Designated HMIS lead: 211OC will collect, evaluate and provide data that is required to monitor the Orange County CoC system performance and complete needed HUD reports such as the Point In Time, Housing Inventory Count, Annual Homeless Assessment Report and Longitudinal System Analysis. 211OC will also work with the Office of Care Coordination to improve HMIS utilization and functionality by providing technical support to over 50 agencies and support implementation of a regional live bed management system for the emergency shelter system.
CES Support: 211OC will provide technical assistance for the CES program in HMIS and operate the Virtual Front Door (VFD) component of CES. The VFD provides a no wrong door approach of CES that allows individuals, families, veterans and transitional aged youth seeking housing resources to be connected to dedicated 211OC call center staff to link with a CES Access Point.
Contact Call Center Activities
The 211OC contact call center provides critical health and human services and support information to residents in need of shelter, housing, employment, childcare, food, physical and behavioral health services and a broad range of other human services. Through the Contract, 211OC will receive funding to support the operations of the contact call center, provide relief for 9-1-1 systems from non-emergency calls, support the County’s disaster preparedness strategy and report on countywide trends of services.
Performance Outcomes:
The performance outcomes are listed below per quarter contract year.
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Measure |
FY 2019-20 |
FY 2020-21 July 2020 – March 2021 |
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VFD referrals to CES access points |
3,653 |
7,474 |
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VFD warm hand offs to CES access points |
105 |
135 |
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Inbound calls requesting services answered by the Contact Call Center |
115,242 |
99,275 |
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Unique Searches on the PRD and Online Portal |
583, 061 |
423,715 |
211OC’s performance has been confirmed as at least satisfactory. HCA has verified there are no concerns that must be addressed with respect to the contractor’s ownership/name, litigation status or conflicts with County interests.
This Contract does not include subcontractors. See Attachment B for Contract Summary Form. A Sole Source Request Form is attached to this Agenda Staff Report as Attachment C.
Approval of the Amendment to the Contract with 211OC will continue to provide key infrastructure and support to the System of Care. By approving this item, the County will preserve vital infrastructure for homeless programs performance tracking and work to improve regional service planning area coordination. Additionally, approval of this item will provide information and referral for a broad range of human services, health care and mental health services in Orange County.
HCA requests the Board approve Amendment No. 4 to the Contract for provision of Professional & Technical Support and Information & Referral Services with 211OC, as referenced in the Recommended Actions.
FINANCIAL IMPACT:
Appropriations for this Contract will be included in Budget Control 042 FY 2021-22 Budget.
Should services need to be reduced or terminated due to lack of funding, this Contract contains language that allows HCA to give 30-days' notice to either terminate or renegotiate the level of services to be provided. The notice will allow HCA adequate time to transition or terminate services to clients, if necessary.
STAFFING IMPACT:
N/A
REVIEWING AGENCIES:
Social Services Agency
ATTACHMENT(S):
Attachment A – Amendment No. 4 to Contract MA-042-20010797
for provision of Professional & Technical Support and Information &
Referral Services with People for Irvine Community Health dba 2-1-1 Orange
County
Attachment B - Contract Summary Form
Attachment C - Sole Source Form
Attachment D - Redlines for Attachment A